Administrative Specialist
Job Description
Title: Administrative Specialist
Company Name: GIZ
Vacancy: 1
Job Location: Anywhere in Bangladesh
Employment Status: Contractual
Educational Requirements:
∎ Master in any discipline of Business Administration. Qualification in commerce or international business administration/ supply chain management is desirable.
Experience Requirements:
∎ At least 5 year(s)
Job Context:
∎ GIZ has been working as a development partner of Bangladesh since 1972 under bilateral agreement. Currently, we are working in the areas of renewable energy, adaptation to climate change, textile and leather sector, biodiversity, as well as good governance, displacement, and migration.
∎ For the team of our "Adaptation to Climate Change and Biodiversity Cluster", we seek applications for the position of "Administrative Specialist".
∎ Contract Duration: 31 December 2025
∎ Band: 4
Job Responsibilities:
∎ The position holder is responsible for:
∎ managing an area of responsibility that forms part of the programme objectives, team agreements and/or agreements with the superior
∎ assisting project/programme initiatives to provide professional advisory services to and cooperate with a broad range of target groups
∎ advise supervisor on all task when implementing GIZ rules and regulation
∎ advise supervisor in the field of project's planning, steering and monitoring
∎ Independently implement goals and requirements set by the line manager
∎ make decisions which have a short-term effect within a limited project area/ unit
∎ assist supervisor to identify day to day problem and suggest appropriate solution
∎ In this context, the position holder fulfils the following tasks:
∎ 1. Procurement of goods
∎ The position holder will -
∎ independently procure materials and equipment, monitor market within project's limit according to GIZ's rules and regulations
∎ prepare purchase order of goods
∎ facilitate and coordinate with CO and HQ for procurement of materials and equipment for the project/cluster/programme
∎ make timely follow-up with the suppliers - invoices are submitted properly, timely and orders are finalized within the agreed timeline
∎ facilitate, support and make timely follow-up with the suppliers/respective staff regarding the orders and payments to be processed by projects, CO and HQ
∎ review incoming invoices from service providers and facilitate for payment processing incl. providing necessary documents
∎ make yearly procurement plan with revisions as required by CO, HQ
∎ ensure proper compliance of PuR in working processes, and document and file the order procedure e.g., properly maintaining a paper file E on-site and also digitally archive in DMS for the same
∎ handle the internal control team and make all the arrangement and update documents and filling system as required by Internal control and Audit team
∎ 2. Administrative tasks
∎ Support the team in organizing logistic works as per requirement
∎ Perform data analysis for decisions
∎ Support the maintenance of databases with in-time updates
∎ Support in the coordination of building repair and maintenance
∎ Supports in Fleet Management as per requirement
∎ 3. Communication and Reporting
∎ Keep abreast of knowledge of the procurement of goods and services regulations, Country Office standards and communicate the same with program-concerned staff
∎ Liaison between program staff and the vendor
∎ Ensure smooth communication with Programme staff, Country Office, and PNGO as and when needed
∎ Ensure managing proper knowledge share sessions within the programme
∎ 4. Knowledge Management and Information Sharing
∎ Ensuring proper documentation of Procurement
∎ Ensuring that important information, good practices, meeting minutes, reports, and decisions in program
∎ meetings are shared with the program team
∎ Support the team in conducting orientation session Program and PNGO staff
∎ Facilitate orientation sessions on procurement processes and regulations
∎ 5. Other duties/additional tasks
∎ Contributes to other project activities and any other tasks as required
∎ prepare annual reports concerning procurement of goods as needed
∎ assist in and/or carries out other project activities and tasks as assigned
∎ assist internal controller/auditor in conducting internal/external audit, evaluation and
∎ perform other duties and tasks at the request of supervisor
Additional Requirements:
∎ Minimum 5 years of professional working experience in the field of contract and procurement management.
∎ Ability to work well under pressure and must be a strong team player
∎ Must have good interpersonal and communication skills both oral and written
∎ Fluency in English is essential
∎ Ability to work in an intercultural environment
∎ Excellent working experience in modern IT systems
∎ Eager to learn and work with various activities of administrative unit under
∎ Willingness to get familiarized with GIZ's Code of Conduct
∎ Good working knowledge on ICT (email, internet and computer applications e.g. MS Office, Teams, Outlook etc.)
∎ Good command of English (written and verbal)
∎ Strong Communication Skill and good team player
∎ Ability to work on own initiative and handle the unit independently
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 8 Jun 2023
Company Information:
∎ 1 Jun 2023
∎ GIZ
∎ Business : As a service provider with worldwide operations in the field of international cooperation for sustainable development, Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. GIZ is a public-benefit federal enterprise and supports the German Government as well as many public and private sector clients in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security.
Category: NGO/Development
:
Source: bdjobs.com
Deadline Expired on 8th Jun 2023
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